Simple steps to staying on top of the technology game

Staying abreast of technology does not only mean the latest and greatest in practice management, administration systems and planning software, it also extends to focusing on the basic aspects of your office technology.

There is no doubt that technology has become an essential part of our lives. We use it every day without even thinking about it, and sometimes without realising it. The fact is that when we talk about technology we tend to overcomplicate it and forget about the fundamentals.

1. I am sure that you, like most financial planning professionals, have a computer or laptop on your desk. And this is the place to start. Computer hardware develops at a rapid pace and while you cannot upgrade your computer every year, you really should not fall more than three to four years behind. You should also try to never be more than two versions behind the latest Office and Windows software.

2. Perhaps the most important technology to make sure you always have up to date is your security and anti-virus software. You must subscribe to a service that regularly updates the software via the Internet to ensure that you are protected against the newest threats. If you don't, a virus will destroy your data - it's just a matter of time!

3. The Internet - never has a single word created so much hype and expectation in the technology world. But let's keep it simple: a broadband (ADSL, 3G, Edge) connection is now essential.

Dial-up Internet no longer cuts it in the business place. You need to have real-time access to e-mail and to be able to utilise the self-service websites that most product providers offer (e.g. to get your updated client portfolio view, change an address or find a surrender value). And you need to be able to receive a fax or make a phone call at the same time!

4. Invest in a quality all-in-one colour printer, fax and scanner. This will allow you to scan hard copy documents and send them to your client in a matter of seconds; print glossy colour proposals and fax instructions all through the same device. It's simple, saves time and makes your practice look like the professional outfit that it is.

5. Make sure you have a quality cell phone and synchronise it with you computer. Making use of an electronic diary on your phone and computer allows you to make an appointment at any time or place, without having to revert back to the office or your secretary. And, if you are feeling more confident, invest in a BlackBerry or push e-mail to ensure that you are always in touch and connected to your clients and product providers.

6. We all regularly service our cars or buy a motor plan to ensure our peace of mind. Do the same for your computer. Make sure to have technology professionals service your office set-up. Pay the monthly fee to ensure access to desktop support. It is worth it when something goes wrong and drastically helps minimise the fallout from that dreaded "crash" happening!

On the face of it, the above might sound overly simple, but if the foundation of your technology operation is not sound, anything else that you put on top of it cannot be guaranteed to be reliable and stable. Get the essentials right first!